Privacy Policy

This privacy policy explains how Visaro collects, uses and protects personal data when you visit our website, contact us, book a demo, use Visaro Suite, or communicate with us.

Visaro is built around first-party website intelligence, approved data use and accountable workflow. We aim to be clear about the information we collect, why we need it, how long we keep it and the choices you have.

Who We Are

Visaro is operated by social:definition.

Our registered or trading address is:
c/o childsdesign, Devonshire Business Centre, Works Road, Letchworth Garden City, Hertfordshire SG6 1GJ

You can contact us about privacy or data protection by emailing:
sales@visaro.co.uk

If you contact us about your personal data, we may need to ask for information to confirm your identity before we can respond.

When This Policy Applies

This policy applies when we collect and use personal data for our own business purposes, including when you:

visit visaro.co.uk;
contact us through the website;
book a demo;
ask us about Visaro Suite;
become a customer, supplier or business contact;
receive marketing from us;
use a Visaro account or workspace.

Where Visaro processes data inside the suite on behalf of an agency, client or website owner, that organisation will usually be the data controller and Visaro will act as a processor. In that situation, the agency, client or website owner is responsible for deciding what data is collected and how it is used. Visaro helps process that data according to the agreed service terms and instructions.

The Personal Data We Collect

We may collect:

contact details, such as your name, email address, phone number, company name and job title;
account details, such as user names, workspace access, permissions and login activity;
enquiry and communication details, such as messages you send to us, demo requests, support requests and sales conversations;
billing and contract details, such as customer records, invoices, subscription information and payment status;
website usage data, such as IP address, browser type, device information, pages viewed, referral source and interaction data;
product usage and security data, such as login records, audit logs, settings changes, report activity and system events;
marketing preference data, such as whether you have opted in, unsubscribed or asked not to receive certain communications.

Inside Visaro Suite, customers may also process client website, visitor, company, lead, audit, SEO, reporting and workflow data. The exact data depends on which parts of the suite are used and how each workspace is configured.

How We Collect Personal Data

We collect personal data when you give it to us directly, for example by completing a form, booking a demo, emailing us, creating an account or asking for support.

We may collect some data automatically when you use our website or product, such as technical logs, cookie information, browser information and product security events.

We may also receive business contact or company information from customers, suppliers, public sources, third-party services or connected systems where this supports an approved Visaro workflow.

Why We Use Personal Data

We use personal data to:

respond to enquiries and demo requests;
provide Visaro Suite and manage customer accounts;
create, secure and manage user access;
provide support and service communication;
process subscriptions, invoices and contracts;
maintain website and product security;
improve website performance and product reliability;
send relevant marketing where permitted;
manage reporting, audit trails and customer records;
comply with legal, tax, accounting and regulatory duties.

We only use personal data where we have a lawful reason to do so.

Our Legal Bases

We may rely on:

contract, where we need to use personal data to provide services or take steps before entering into a contract;
legitimate interests, where we use data to run, secure and improve our business, respond to enquiries, support customers,
understand product performance or market relevant services;
consent, where you have actively agreed to something, such as receiving certain marketing or allowing non-essential cookies;
legal obligation, where we need to keep or use data to comply with the law.

Where we rely on legitimate interests, we consider the impact on your privacy and your rights.

Marketing

We may send marketing communications about Visaro where you have asked to receive them, where you are an existing business contact, or where the law allows us to contact you.

You can unsubscribe from marketing emails at any time using the unsubscribe link in the email or by contacting us.

We do not sell personal data for marketing.

First-Party Data, Third-Party Data and AI

Visaro is designed around first-party evidence and approved data use. Third-party data may support a workflow where it has been approved, connected to a clear purpose and used in context.

Visaro Suite does not use AI systems, AI agents or large language models to track, audit, analyse, publish, verify or report inside the suite. We do not use customer data to train AI models.

Some Visaro features may help users organise, filter, prioritise or review data. These are workflow aids. They do not replace human approval and they do not make legally or similarly significant decisions about individuals on their own.

When We Share Personal Data

We may share personal data with trusted service providers where needed to run our business and provide Visaro. This may include:

website hosting and infrastructure providers;
email, CRM and support platforms;
payment, billing and accounting providers;
analytics and security providers;
professional advisers, such as accountants, lawyers and insurers;
suppliers or subcontractors who help us provide services;
authorities or regulators where required by law.

We require service providers to protect personal data and use it only for the agreed purpose.

International Transfers

Some service providers may process data outside the UK.

Where personal data is transferred internationally, we take steps designed to protect it in line with UK data protection law. This may include using countries covered by adequacy arrangements or appropriate contractual safeguards.

You can contact us if you would like more information about international transfer safeguards.

Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Some cookies are needed for the website to work properly. Others may help us understand website performance, improve content or support marketing.

Where required, we ask for consent before setting non-essential cookies. You can manage cookies through the website cookie controls or your browser settings.

For more detail, please see our Cookie Policy.

How We Keep Personal Data Safe

We use technical and organisational measures designed to protect personal data from unauthorised access, loss, misuse, alteration or disclosure.

Access to personal data is limited to people and suppliers who need it for their work. Where appropriate, we use permissions, authentication, audit logs, encryption, backups and security monitoring.

No online service can be guaranteed to be completely secure, but we take data protection and system security seriously.

How Long We Keep Personal Data

We keep personal data only for as long as we need it for the purpose it was collected, or for as long as required by law.

Retention periods depend on the type of data and the reason we hold it. For example, we may keep:

enquiry records for as long as needed to respond and manage future contact;
customer account records for the length of the customer relationship;
billing and accounting records for the period required by tax and accounting rules;
support and audit records for service, security and accountability purposes;
marketing preference records so we can respect opt-outs.

Customer-controlled data inside Visaro Suite is retained according to the relevant agreement, workspace settings and customer instructions.

We may keep anonymised or aggregated information for longer where it no longer identifies an individual.

Your Rights

You have rights over your personal data. These may include the right to:

ask for a copy of the personal data we hold about you;
ask us to correct inaccurate or incomplete data;
ask us to delete your data in certain circumstances;
ask us to restrict how we use your data;
object to certain uses of your data, including direct marketing;
ask for your data to be transferred where the right applies;
withdraw consent where we rely on consent.

The right to object to direct marketing always applies.

If your request relates to data processed by a Visaro customer inside their own workspace, we may need to refer the request to that customer because they control how that data is used.

Complaints

If you are unhappy with how we use your personal data, please contact us first so we can try to help.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

ICO website: https://ico.org.uk
ICO helpline: 0303 123 1113

Changes to This Policy

We may update this policy from time to time to reflect changes to our website, services, legal duties or internal procedures.

The latest version will be published on our website.

This policy was last updated: August 2026.